RFP #2026-452 Community Accessibility and Inclusion (CAI) for Children and...

Agency:	Oneida County, New York
State:	New York
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 611430 - Professional and Management Development Training 611710 - Educational Support Services
Posted Date:	May 14, 2026
Due Date:	May 29, 2026
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ONEIDA COUNTY HEALTH DEPARTMENT

ANTHONY J. PICENTE, JR

ONEIDA COUNTY EXECUTIVE

DANIEL W. GILMORE, PH.D., MPH

DIRECTOR OF HEALTH

“PROMOTING & PROTECTING THE HEALTH OF ONEIDA COUNTY”

ONEIDACOUNTYNY.GOV/HEALTH

ONEIDA COUNTY HEALTH DEPARTMENT

REQUEST FOR PROPOSALS

FOR

Community Accessibility and Inclusion (CAI) for Children and

Youth with Special Health Care Needs (CYSHCN)

RFP #2026-452

Issue date:

May 13, 2026

Issued by:

Daniel W. Gilmore, Ph.D., MPH, Director

Oneida County Director of Health

(315) 798-6400

dglimore@oneidacountyny.gov

Proposals due: May 29, 2026 by 4:00 PM EST

ADMINISTRATION

ONEIDA COUNTY OFFICE BUILDING

800 PARK AVE. UTICA, NY 13501

TEL: (315) 798-6400  FAX: (315) 266-6138

SPECIAL CHILDREN SERVICES

ONEIDA COUNTY OFFICE BUILDING

800 PARK AVE. UTICA, NY 13501

TEL: (315)798-5249 FAX: (315) 731-3491

ENVIRONMENTAL HEALTH

ONEIDA COUNTY OFFICE BUILDING

800 PARK AVE. UTICA, NY 13501

TEL: (315) 798-5064  FAX: (315) 798-6486

CLINICAL SERVICES

ONEIDA COUNTY CLINIC BUILDING

406 ELIZABETH ST. UTICA, NY 13501

TEL: (315) 798-5747  FAX: (315) 798-1057

Table of Contents

1. AGREEMENT ACKNOWLEDGEMENT .................................................................... 3

2. PURPOSE....................................................................................................................... 4

3. GOALS…………………………………………………………………………………4

4. ELIGIBILITY FOR CAI SERVICES………………………………………………….4

5. STAFF QUALIFICATIONS ......................................................................................... 4

6. APPLICANT ELIGIBILITY.......................................................................................... 4

7. TERM…………………………………………………………………………………..5

8. GEOGRAPHICAL AREA TO BE SERVED…………………………………………..5

9. SCOPE OF SERVICES………………………………………………………………...5

10. COMPENSATION……………………………………………………………………..5

11. DATES AND DEADLINES……………………………………………………………6

12. PROPOSAL EVALUATION.......................................................................................... 6

13. ADDITIONAL CONTRACT CONSIDERATIONS…………………………………..7

14. RFP QUESTIONS……………………………………………………………………...8

15. MISCELLANEOUS……………………………………………………………………8

16. PROPOSAL COVERSHEET…………………………………………………………10

17. PROPOSAL COMPONENTS...................................................................................... 11

18. APPLICATION CHECKLIST ..................................................................................... 12

19. STANDARD ONEIDA COUNTY CONDITIONS ACKNOWLEDGEMENT ......... 13

20. NON-COLLUSION CERTIFICATION ...................................................................... 14

21. SEXUAL HARASSMENT PREVENTION CERTIFICATION ................................. 15

22. RECYCLING AND SOLID WASTE MANAGEMENT CERTIFICATION ............. 16

23. PURCHASE OF TROPICAL HARDWOODS PROHIBITION CERTIFICATION .. 17

24. ADDENDUM - STANDARD ONEIDA COUNTY CONDITIONS .......................... 18

2026 CAI SERVICES for CYSHCN RFP #2026-452

Page 2 of 31

1. AGREEMENT ACKNOWLEDGEMENT

It is understood and agreed by the Offeror that:

1. This Request for Proposals (herein referred to as “RFP”) does not require the County of

Oneida (herein referred to as the “County”) to award any contracts, pay the costs incurred in

the preparation of response to this RFP, or to procure or contract services. The County

reserves the right to accept or reject any or all proposals that do not completely conform to

the instructions given in the RFP.

2. The County reserves the right to amend, modify or withdraw this RFP, and to reject any

proposals submitted, and may exercise such right at any time, without notice and without

liability to any offeror (herein referred to as the “Applicant”) or other parties for their expenses

incurred in the preparation of a proposal or otherwise. Proposals will be prepared at the sole

cost and expense of the Applicant.

3. Submission of a proposal will be deemed to be the consent of the Applicant to any inquiry

made by the County of third parties regarding the Applicant's experience or other matters

relevant to the proposal.

4. The awarded agreement may be terminated, in whole or in part, by the County. Such

termination shall not affect obligations incurred under the awarded Agreement prior to the

effective date of such termination.

5. Funds shall not be paid in advance and shall be used only for services as approved and set

forth by the County. The County shall have no liability to an Applicant beyond funds set forth

in the executed agreement.

6. Any revision of the approved proposal requires written justification to the County for

consideration, which may or may not be approved.

7. Necessary records and accounts, including financial and property controls, shall be

maintained, and made available to the County for audit purposes.

8. All reports of investigations, studies, publications, etc., made because of this proposal,

information concerning individuals served, and/or studies under the project, are confidential

and such information shall not be disclosed to unauthorized individuals. Applicants

acknowledge that the County is subject to Article 6 Freedom of Information Law (FOIL).

All references to time contained in this RFP are Eastern Standard Time (EST). Applicants are

encouraged to make their submissions in advance of the submission date, as the dates and times

specified in this RFP may not be extended in the event Oneida County offices are closed for any

reason, including, but not limited to, inclement weather.

______________________________

Legal Name of Organization

_______________________________________

Signature

__________________

Date

_______________________________________

Print Name

_______________________________________

Title

SIGN AND RETURN WITH BID SHEET OR PROPOSAL

2026 CAI SERVICES for CYSHCN RFP #2026-452

Page 3 of 31

2. PURPOSE

The Oneida County Health Department (herein referred to as the “County”) is seeking proposals

from Applicants to provide Community Accessibility and Inclusion (CAI) services for CYSHCN

in Oneida County, NY. The CAI services for CYSHCN shall consist of designing, implementing

and operating a sensory room at the 2026 Oneida County Fair. The sensory room(s) will be a

dedicated, staffed space within the fairgrounds designed to support children and youth with special

health care needs and sensory sensitivities who may experience barriers to participation in large,

crowded, and high stimulation environments. This project is intended to reduce identified

community barriers related to sensory overload and limited availability of inclusive

accommodation at large community events. In addition to enhancing the physical environment of

the fairgrounds, the project will create an inclusive recreational opportunity by enabling CYSHCN

and their families to participate more fully in a major community event.

The County was awarded funding for these services from the New York State Department of

Health (DOH) and, for the purposes of this project, intends to subcontract these services through

an eligible applicant(s). Although staff will be employed through the awarded Applicant(s), they

are still required to adhere to rules and regulations of New York State.

3. GOALS

The overall goals of the CAI services for CYSHCN are as follows:

A. Design, implement and operate a sensory room at the 2026 Oneida County Fair to be

available to CYSHCN and their families attending the fair and will serve as a temporary

physical space that enhances inclusion by allowing families to take breaks from sensory

stimulation and re-engage in fair activities as tolerated.

B. Plan and configure the sensory space to provide appropriate sensory regulation supports

and adaptive materials.

C. Staff the room with trained personnel during the 2026 Oneida County Fair.

D. Coordinate with Oneida County Fair organizers to ensure accessibility, safety and

alignment with fair operations.

4. ELIGIBILITY FOR CAI SERVICES FOR CYSHCN AT THE ONEIDA COUNTY

FAIR

The selected Provider (hereinafter “Provider”) shall provide services and/or support to children

youth with special health care needs and their families who attend the 2026 Oneida County Fair.

5. STAFF QUALIFICATIONS

The Provider shall staff the sensory room with personnel trained to assist CYSHCN with sensory

sensitivities and their families.

6. APPLICANT ELIGIBILITY

If an Applicant does not currently operate services in Oneida County, NY, they shall need to be

ready to operate services in this area prior to the execution of the Agreement, if awarded.

2026 CAI SERVICES for CYSHCN RFP #2026-452

Page 4 of 31

7. TERM

It is the intent of the County to award an Applicant for a term to begin July 6, 2026, and end

August 17, 2026.

8. GEOGRAPHICAL AREA TO BE SERVED

This RFP will serve all eligible attendees of the 2026 Oneida County Fair.

9. SCOPE OF SERVICE

CAI services funding will support the design, set up and operation of a temporary sensory room

hosted at the 2026 Oneida County Fair. The sensory room will provide an inclusive, supportive

environment for children and youth with special heath care needs and sensory activities, enabling

participation in a large community event that may otherwise present significant barriers. These

CAI services shall include:

Sensory Room Design and Planning: A qualified community-based agency shall design a

sensory room to be hosted at the 2026 Oneida County Fair. Services will include planning sensory

environment, identifying appropriate sensory environment, identifying appropriate sensory

supports and accommodations, and coordinating layout and accessibility considerations to ensure

the space is inclusive and developmentally appropriate for children and youth with special health

care needs. This activity addresses identified community barriers related to sensory overload and

limited access to inclusive community experience.

A. Sensory and Adaptive Materials: A qualified community-based agency shall provide

sensory and adaptive materials required for the temporary sensory room at the 2026

Oneida County Fair. Materials may be tactile, visual, auditory, and calming supports

designed to assist with sensor regulation. All materials will be selected to support

accessibility, inclusion, and safety and will be used exclusively for the CYSHCN-CAI

funded activity.

B. Staffing and on-Site support Services: A qualified community-based agency shall

provide staffing services to operate and supervise the sensory room during the 2026

Oneida County Fair. Staff may include trained professionals or paraprofessionals

experienced in sensory support, disability inclusion, or family centered services. Staff

will provide on-site support to children and families, assist with sensory regulations

strategies, and ensure a safe and welcoming environment for all participants.

C. Coordination, Oversight and Reporting: A qualified community-based agency shall

coordinate, implement oversight and report as required, including, but not limited to,

coordination with Fair organizers, scheduling, compliance monitoring and collection of

participation and utilization data to measure outcomes related to increased access,

participation and inclusion for children and youth with special health care needs.

10. COMPENSATION

The County shall reimburse the awarded Provider a maximum of Seventy-seven Thousand Five

Hundred and Fifty-nine Dollars and No Cents ($77,559.00), budgets should be divided into the

following categories:

A. Sensory Room Design and Planning

B. Sensory and Adaptive Materials

C. Staffing and On-Site Support Services

D. Coordination, Oversight and Reporting

2026 CAI SERVICES for CYSHCN RFP #2026-452

Page 5 of 31

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP #2026-452 Community Accessibility and Inclusion (CAI) for Children and Youth with Special Health Care Needs (CYSHCN)

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